GDPR compliance for document sharing: what you need to know

GDPR fines reached €1.5 billion last year. Many for basic document sharing violations.

Share a document with personal data incorrectly? That's a potential fine. Forget to delete it when asked? Another violation. No audit trail? Non-compliance.

Yet businesses share sensitive documents daily. Sales proposals with client names. HR documents with employee data. Financial reports with personal information.

This guide shows how to share documents while staying GDPR compliant. No legal jargon. Just practical steps that protect you and your data subjects.

Make document sharing more secure

Traditional sharing methods create GDPR risks.

Ellty helps reduce those risks with:

• Trackable links instead of attachments
• Access controls and passwords
• View-only options to prevent downloads
• Activity monitoring for better oversight

While no single tool ensures full GDPR compliance, secure sharing tools are an important part of your privacy strategy.

GDPR principles applied to document sharing

1. Lawfulness, Fairness, and Transparency

What it means: Have a legal reason to share. Be honest about how you use data. Tell people what you're doing.

For document sharing:

• Only share documents with those who need them
• Include privacy notices when collecting emails
• Be clear about any tracking you use

Practical example: Sharing a proposal with client data? Ensure the recipient needs that information for the business relationship. Don't share with your entire team "just in case."

2. Purpose Limitation

What it means: Only use data for the stated purpose.

For document sharing:

• Share sales documents for sales purposes only
• Don't repurpose contact lists from one document for marketing
• Remove access when the purpose is complete

Practical example: Investor viewed your pitch deck? Don't add their email to your newsletter without consent. Different purpose, needs permission.

3. Data Minimization

What it means: Share only what's necessary.

For document sharing:

• Remove unnecessary personal data before sharing
• Use initials instead of full names where possible
• Create different versions for different audiences

Practical example: Board deck going to new member? Remove employee salary details if they don't need them. Share compensation summaries instead.

4. Accuracy

What it means: Keep data correct and updated.

For document sharing:

• Update documents when information changes
• Remove outdated versions from circulation
• Correct errors promptly

Practical example: Customer address changed? Update all active proposals. Using link-based sharing lets you update documents without resending.

5. Storage Limitation

What it means: Don't keep data longer than needed.

For document sharing:

• Set time limits on shared access
• Delete documents after project completion
• Document your retention policies

Practical example: Recruitment process ended? Plan to delete CVs after 6 months. Manual review ensures compliance.

6. Integrity and Confidentiality

What it means: Protect data from unauthorized access.

For document sharing:

• Use password protection for sensitive documents
• Choose secure sharing methods
• Limit download permissions where appropriate

Practical example: Sharing employee contracts? Add passwords. Restrict downloads. Monitor access. Every barrier helps.

GDPR violations in document sharing

Email attachments

Sending personal data via unencrypted email risks exposure. Email gets forwarded? You've lost control. Can't delete it from recipient inboxes.

Better approach: Use secure links. You maintain some control. Can revoke access if needed.

Sharing with everyone

Google Drive link set to "anyone with link"? That document is essentially public. Contains personal data? GDPR violation.

Better approach: Always restrict access. Require sign-in or passwords. Know who's viewing.

Forever access

Shared a document two years ago? Recipient still has access? That's often longer than necessary.

Better approach: Review shared documents regularly. Remove old permissions. Set expiration dates when possible.

No-audit-trail

Data breach happens. Regulator asks who accessed leaked documents. You have no idea. Big problem.

Better approach: Use tools that track access. Even basic logs help demonstrate due diligence.

GDPR compliance steps

Before Sharing

1. Check the content. Remove unnecessary personal data
2. Verify the recipient. Do they need this information?
3. Choose secure method. Avoid plain email for sensitive data
4. Set restrictions. Passwords, view-only, expiration dates

During Sharing

1. Monitor access. Know who's viewing
2. Respond to requests. Data subjects may ask for deletion
3. Update if needed. Keep information accurate
4. Document decisions. Why you shared with whom

After Sharing

1. Review periodically. Still needed? Still accurate?
2. Revoke old access. Complete projects = remove permissions
3. Delete when done. Follow your retention policy
4. Keep audit trails. For accountability

Building a compliant document sharing process

Start with Policy

Document your approach:

• Who can share what
• Security requirements
• Retention periods
• Deletion procedures

Choose Better Tools

Look for features that support compliance:

• Access controls
• Audit trails
• Encryption
• European data storage options

Train Your Team

Everyone who shares documents needs to understand:

• Basic GDPR principles
• Your company policies
• How to use tools properly
• When to ask for help

Regular Reviews

Compliance isn't set-and-forget:

• Audit shared documents quarterly
• Update policies as needed
• Review tool effectiveness
• Address new risks

Special considerations

International Transfers

Sharing with US companies? Other non-EU countries? Additional rules apply. Standard contractual clauses might be needed.

Sensitive Data Categories

Health data? Financial records? Children's information? Stricter rules. Consider whether email or basic sharing tools suffice.

Data Subject Rights

Someone asks to see what documents contain their data? To correct it? To delete it? You need processes to handle these requests.

Breach Response

Document leaked? Unauthorized access? Have a response plan. Know when to notify authorities (within 72 hours for serious breaches).

Tools and Technologies

No tool alone ensures GDPR compliance. But better tools reduce risk:

Secure sharing platforms beat email attachments

Access logs beat no records

Encryption beats plain text

EU storage beats uncertain locations

Tools like Ellty help with several of these areas. But remember: tools support compliance, they don't guarantee it.

Next Steps

1. Audit current practices. How do you share documents today?
2. Identify gaps. Where are the GDPR risks?
3. Implement improvements. Better tools, clearer policies
4. Train your team. Everyone needs to understand
5. Monitor and adjust. Compliance is ongoing

Start improving your document security

GDPR compliance requires multiple approaches. Secure document sharing tools are one important piece.

Ellty makes sharing more secure than email attachments:

• Control access with passwords
• Track who views documents
• Revoke access when needed
• Keep activity logs

While full GDPR compliance involves many factors, better document security is a good start.

Remember: This guide provides general information, not legal advice. Consult legal counsel for your specific situation.